Job Description

Title: Admin and Procurement Officer

Company Name: Bangladesh Youth Leadership Center (BYLC)

Vacancy: 1

Age: 25 to 30 years

Location: Dhaka

Salary: Tk. 28000 - 30000 (Monthly)

Experience:
∎ 2 to 3 years
∎ The applicants should have experience in the following business area(s):NGO

Published: 17 Sep 2024

Education:
∎ Bachelor of Business Studies (BBS) in Supply Chain Management

Requirements:

Additional Requirements:
∎ Age 25 to 30 years
∎ Strong computer skills in Microsoft Office Suite, Google Workspace.Familiarity with internet- based software systems.
∎ Documentation and ReportingSoft Skills:
∎ Good knowledge skills on NGO principles related to administrative compliance and protocols.
∎ USAID work Proper arrangement, prioritization and strong bank management skills
∎ Excellent administrative capabilities and managerial skills regarding official documents
∎ Constantly update immediate supervisor on any concern and managing conflict very well.
∎ Decision making process is to be clear, consistent, and transparent Empath modalities will be given preference.
∎ Demonstration of universal values, Time Management, Leadership Non-Violence and Non-Discrimination, Respect toward diversity Proficiency in managing and supervising staff.
∎ Excellent rapport-building skills with youth, staff, community members and government and non- government institutions.
∎ Constantly update immediate supervisor on any concern and managing conflict very well.
∎ Self-motivated and self-driven individuals with and ability to promote private sector engagement.
∎ Good facilitation skills and documentation experience.Excellent interpersonal skills, and ability to work effectively with colleagues and partners in a cross-cultural, multi-disciplinary environment.
∎ Willingness to work in flexible hours is a critical requirement for this role.
∎ Should be dedicated to daily task completion.
∎ Solid organizational skills with the ability to juggle multiple tasks, work independently, set priorities, effectively manage time, and staff, and meet deadlines.
∎ Technical Skills:
∎ Strong computer skills in Microsoft Office Suite, Google Workspace.Familiarity with internet- based software systems.
∎ Documentation and Reporting
∎ Soft Skills:
∎ Good knowledge skills on NGO principles related to administrative compliance and protocols.
∎ USAID work Proper arrangement, prioritization and strong bank management skills
∎ Excellent administrative capabilities and managerial skills regarding official documents
∎ Constantly update immediate supervisor on any concern and managing conflict very well.
∎ Decision making process is to be clear, consistent, and transparent Empath modalities will be given preference.
∎ Demonstration of universal values, Time Management, Leadership Non-Violence and Non-Discrimination, Respect toward diversity Proficiency in managing and supervising staff.
∎ Excellent rapport-building skills with youth, staff, community members and government and non- government institutions.
∎ Constantly update immediate supervisor on any concern and managing conflict very well.
∎ Self-motivated and self-driven individuals with and ability to promote private sector engagement.
∎ Good facilitation skills and documentation experience.Excellent interpersonal skills, and ability to work effectively with colleagues and partners in a cross-cultural, multi-disciplinary environment.
∎ Willingness to work in flexible hours is a critical requirement for this role.
∎ Should be dedicated to daily task completion.
∎ Solid organizational skills with the ability to juggle multiple tasks, work independently, set priorities, effectively manage time, and staff, and meet deadlines.

Responsibilities & Context:
∎ BYLC’s Strategies and project goals, policies, plans, and guidelines are properly maintained
∎ Support to enhance on establish strategies for organizational and institutional development, growth, and sustainability
∎ Initiatives to enhance BYLC’s image and leadership role nationally and globallyInstitutional and program regulatory approvals and adherence of country laws and regulations
∎ Promote and practice BYLC Values (Integrity, Respect Towards Others, Empathy, Excellence in Everything We Do, Continuous Development, and Practice Adapting Leadership) at all times
∎ Ensure the safeguarding and protection of life and dignity of all associated personnel of BYLC as well as the assets and property.Operational (85%):
∎ Office Management:Overall Office maintenance by ensuring any requisition/ request by staff regarding office premises issues/ concerns
∎ Ensure office cleaning and seating arrangement are properly in place
∎ Ensure a standard official and staff-friendly healthy and hygienic environment is in place
∎ Ensure standard and cost-effective office maintenanceEnsure an inclusive and gender-based office room and washroom set up in place
∎ Ensure that all equipment and furniture are properly handled by the staff and respective
∎ Ensure that the office complies with regulations of the Occupational Safety and Health Act (OHS) and ensure that task teams are formed and responsible for office security and First Aid
∎ Ensure that the cell phone bill is updated regularly with the names of all the users
∎ Supervise the activities of the Office Supervisor, Office Assistants and Driver
∎ Oversee and coordinate travel authorization submissions and travel bookings for staffProcurement:
∎ Review procurement packs including completion of checklists, purchase requisitions, quotations, justifications memos, and other documentation to ensure that company policy was adhered to, the necessary quality checks and confirmations were done;
∎ Ensure that no goods are delivered and/or services rendered without the necessary procurement process followed.
∎ Manage the full procurement process, including preparing procurement plans in line with project needs and budget.
∎ Obtain and evaluate quotes, negotiate contracts, and maintain relationships with vendors and suppliers to ensure cost-effective procurement of goods and services.
∎ Ensure compliance with USAID procurement regulations and organizational policies.
∎ Maintain a file wherein all signed purchase orders and supporting quotations are filed for easy reference and to facilitate future audits;
∎ Ensure that contractors fulfill all requirements in the scope of work as agreed before payment of fees;
∎ Ensure that the necessary SLAs are in place, updated, and planned for in time and that the procurement committee meets in time to ensure that the processes and approvals are transparent.
∎ Admin Policy review and compliance:Review and place to line manager for updating the Admin and Procurement Policy as and required as per compliance of USAID rules.
∎ Vendor management in Dhaka, Gazipur and Manikganj and oversee the timely delivery of goods and services to project locations in Dhaka, Manikganj, and Gazipur.Financial & Asset Management:
∎ Coordinate with the finance team to ensure the timely processing of payments for vendors and suppliers.
∎ Assist in monitoring budgetary compliance and reporting on procurement expenses.
∎ Manage and track the inventory of office assets and project resources, ensuring efficient use and proper documentation.
∎ Event and Workshop management:Facilitate efficient coordination of conferences, workshops, meetings, and travel following org. policy;
∎ Closely work with the program team to ensure the venue, logistics, and supplies for the event. Compliance & Reporting:
∎ Ensure procurement activities align with USAID and organizational compliance standards, including maintaining up-to-date procurement documentation.
∎ Prepare and submit regular procurement and administrative reports to the Project Manager, highlighting key achievements, challenges, and action plans.
∎ Assist in audits and reviews related to procurement and asset management.Field Coordination:
∎ Liaise with field offices in Manikganj and Gazipur to support administrative and logistical needs.
∎ Ensure timely procurement and delivery of goods and services to field locations, managing transportation logistics where necessary.
∎ Coordinate closely with field teams to identify procurement and administrative needs and address them promptly.People Management and Relationship Building: (10%)
∎ Ensuring a healthy working environment for his/her team members.
∎ Creating awareness among the team members about administrative policy and practices of USAID and BYLC’s values and ensuring the regular practicing of such values.
∎ Conduct different orientation session on Admin policy and procedures with all staff, partners for ensuring the compliance of Admin policy and SOP Excellent communication and interpersonal skills to work collaboratively with inter department, program team, and other stakeholders.
∎ Job purpose:  The Administration and Procurement Officer will work under the direct supervision of the Finance and Administration Manager to ensure the overall administrative, procurement and logistics support through the management of office premises, inventory, safety & security, office vehicles, and office support staff with the collaboration of all departments places in Dhaka North Hub,  Manikgonj and Gazipur districts with USAID Bijoyee Project team, BYLC.
∎ Responsibilities:
∎ Strategic: (5%)
∎ BYLC’s Strategies and project goals, policies, plans, and guidelines are properly maintained
∎ Support to enhance on establish strategies for organizational and institutional development, growth, and sustainability
∎ Initiatives to enhance BYLC’s image and leadership role nationally and globallyInstitutional and program regulatory approvals and adherence of country laws and regulations
∎ Promote and practice BYLC Values (Integrity, Respect Towards Others, Empathy, Excellence in Everything We Do, Continuous Development, and Practice Adapting Leadership) at all times
∎ Ensure the safeguarding and protection of life and dignity of all associated personnel of BYLC as well as the assets and property.
∎ Operational (85%):
∎ Office Management:Overall Office maintenance by ensuring any requisition/ request by staff regarding office premises issues/ concerns
∎ Ensure office cleaning and seating arrangement are properly in place
∎ Ensure a standard official and staff-friendly healthy and hygienic environment is in place
∎ Ensure standard and cost-effective office maintenanceEnsure an inclusive and gender-based office room and washroom set up in place
∎ Ensure that all equipment and furniture are properly handled by the staff and respective
∎ Ensure that the office complies with regulations of the Occupational Safety and Health Act (OHS) and ensure that task teams are formed and responsible for office security and First Aid
∎ Ensure that the cell phone bill is updated regularly with the names of all the users
∎ Supervise the activities of the Office Supervisor, Office Assistants and Driver
∎ Oversee and coordinate travel authorization submissions and travel bookings for staff
∎ Procurement:
∎ Review procurement packs including completion of checklists, purchase requisitions, quotations, justifications memos, and other documentation to ensure that company policy was adhered to, the necessary quality checks and confirmations were done;
∎ Ensure that no goods are delivered and/or services rendered without the necessary procurement process followed.
∎ Manage the full procurement process, including preparing procurement plans in line with project needs and budget.
∎ Obtain and evaluate quotes, negotiate contracts, and maintain relationships with vendors and suppliers to ensure cost-effective procurement of goods and services.
∎ Ensure compliance with USAID procurement regulations and organizational policies.
∎ Maintain a file wherein all signed purchase orders and supporting quotations are filed for easy reference and to facilitate future audits;
∎ Ensure that contractors fulfill all requirements in the scope of work as agreed before payment of fees;
∎ Ensure that the necessary SLAs are in place, updated, and planned for in time and that the procurement committee meets in time to ensure that the processes and approvals are transparent.
∎ Admin Policy review and compliance:Review and place to line manager for updating the Admin and Procurement Policy as and required as per compliance of USAID rules.
∎ Vendor management in Dhaka, Gazipur and Manikganj and oversee the timely delivery of goods and services to project locations in Dhaka, Manikganj, and Gazipur.
∎ Financial & Asset Management:
∎ Coordinate with the finance team to ensure the timely processing of payments for vendors and suppliers.
∎ Assist in monitoring budgetary compliance and reporting on procurement expenses.
∎ Manage and track the inventory of office assets and project resources, ensuring efficient use and proper documentation.
∎ Event and Workshop management:Facilitate efficient coordination of conferences, workshops, meetings, and travel following org. policy;
∎ Closely work with the program team to ensure the venue, logistics, and supplies for the event.
∎ Compliance & Reporting:
∎ Ensure procurement activities align with USAID and organizational compliance standards, including maintaining up-to-date procurement documentation.
∎ Prepare and submit regular procurement and administrative reports to the Project Manager, highlighting key achievements, challenges, and action plans.
∎ Assist in audits and reviews related to procurement and asset management.
∎ Field Coordination:
∎ Liaise with field offices in Manikganj and Gazipur to support administrative and logistical needs.
∎ Ensure timely procurement and delivery of goods and services to field locations, managing transportation logistics where necessary.
∎ Coordinate closely with field teams to identify procurement and administrative needs and address them promptly.
∎ People Management and Relationship Building: (10%)
∎ Ensuring a healthy working environment for his/her team members.
∎ Creating awareness among the team members about administrative policy and practices of USAID and BYLC’s values and ensuring the regular practicing of such values.
∎ Conduct different orientation session on Admin policy and procedures with all staff, partners for ensuring the compliance of Admin policy and SOP Excellent communication and interpersonal skills to work collaboratively with inter department, program team, and other stakeholders.

Skills & Expertise:

Compensation & Other Benefits:
∎ T/A, Mobile bill, Weekly 2 holidays
∎ Salary Review: Yearly
∎ Festival Bonus: 2
∎ Compensatory leave benefit against any weekend work.

Employment Status: Full Time

Job Location: Dhaka

Apply Procedure:

Email your CV:
∎ Send your CV to the given email career@bylc.org or Email your CV from My Bdjobs account

Company Information:
∎ Bangladesh Youth Leadership Center (BYLC)
∎ Medona Tower (Level 11 & 12), 28 Mohakhali, C/A. Dhaka
∎ Bangladesh Youth Leadership Center (BYLC), a registered nonprofit leadership institute, works to build connections among youth from diverse backgrounds, equip them with leadership skills, and enable them to have high impact in public, private, and civil sectors. Conceptualized at Harvard University in 2008, BYLC has brought the best of global leadership education to Bangladesh and made it available to youth who would otherwise not have had the opportunity to receive such world-class leadership education. Drawing on concepts of organizing, communication and leadership taught at Harvard and MIT, BYLC has designed its leadership programs that reach out to diverse segments of youth in different age groups.

Address::
∎ Medona Tower (Level 11 & 12), 28 Mohakhali, C/A. Dhaka
∎ Bangladesh Youth Leadership Center (BYLC), a registered nonprofit leadership institute, works to build connections among youth from diverse backgrounds, equip them with leadership skills, and enable them to have high impact in public, private, and civil sectors. Conceptualized at Harvard University in 2008, BYLC has brought the best of global leadership education to Bangladesh and made it available to youth who would otherwise not have had the opportunity to receive such world-class leadership education. Drawing on concepts of organizing, communication and leadership taught at Harvard and MIT, BYLC has designed its leadership programs that reach out to diverse segments of youth in different age groups.

Read Before Apply: Please apply only who are fulfilling all the requirements of this job

Application Deadline: 26 Sep 2024

Category: NGO/Development